afsc / magellan federal expense report user training · afsc/magellan federal expense report user...

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AFSC / Magellan Federal Expense Report User Training

The information contained in this document is confidential and proprietary. © 2018 AFSC, a wholly owned subsidiary of Magellan Health, Inc.

AFSC/Magellan Federal Expense Report User Training

• Signing Into the Time & Expense System

• Self-Service: Reset Password & Unlock Account

• Filling Out Your Expense Report

• Common Expense Types

• Saving Your Progress

• Submitting Your Expense Report

• Adding Attachments/Completing Attachment Lines

• Printing Your Expense Report

• Querying or Searching Your Expense Report

• Correcting & Resubmitting Reports

• Changing Expense Charge Codes

The information contained in this document is confidential and proprietary. © 2018 AFSC, a wholly owned subsidiary of Magellan Health, Inc. 2


Signing Into the Time & Expense System




1) Go to: https://www.deltekenterprise.com/MAGELLANHEALTH/portal.html.

2) Under the ‘Employees’ section, select the ‘Enter you Timesheet or Expense

Report >>’ option.

https://www.deltekenterprise.com/MAGELLANHEALTH/portal.html



3) Fill-in employee-unique ‘Username,’ ‘Password,’ and ‘System’ fields. For the

system field, employees should enter: MAGELLANHEALTHCONFIG.


Self Service: Reset Password & Unlock Account




1) Go to: https://www.deltekenterprise.com/MAGELLANHEALTH/portal.html.

2) Under the ‘Employees’ section, select the ‘Unlock Account or Reset Password

>>’ option.

https://www.deltekenterprise.com/MAGELLANHEALTH/portal.html



3) Select either ‘Reset Password’ OR ‘Unlock Account’ and answer

following Security Question.

4) If you continue to experience issues or challenges, please send an email

noting your error/issue and your employee ID to

[email protected].

mailto:[email protected]

Filling Out Your Expense Report



Filling Out Your Expense Report

1) Once you have signed into Time & Expense, you should be brought to a screen

resembling the above screenshot.

2) Select the ‘Time & Expense’ icon.

3) Select the ‘Expense’ icon.

4) Select the ‘Expense Reports’ option.

5) Select the ‘Manage Expense Report’ option.


Filling Out Your Expense Report: Purpose Tab

6) Complete the required fields (*), including:

• Description

• Type – This will be either ‘All Expenses (Travel/Non Trvl)’ or ‘Non Travel

Expense’ or ‘Monthly Mileage’

• From and To dates

• Purpose


Filling Out Your Expense Report: Locations Tab

7) Select the Locations tab.

8) Ensure Start and End Dates are correct for the location you are reporting.

9) Complete the following fields in order:

• Country

• State

• City

• County

10) If the selected location is a frequent location, you may select the checkbox under

‘Frequent Location.’


Filling Out Your Expense Report: Locations Tab

11) If there are multiple locations being reported: Once the first line has been fully

populated, select the ‘New’ button.

12) An additional line should appear, repeats steps 8 through 10 from the previous

slide for the additional location(s).

13) Please verify correct dates have been entered according to location to ensure

correct per diem rates will calculate.


Filling Out Your Expense Report: Default Charges Tab

14) Select the Default Charges tab.

15) To start a new line, select the New button.

16) Click magnifying glass in the charge box and a window titled ‘Use Query to

Refine/Sort Your Search’ will pop up.


17) Select appropriate Charge/Branch Description.

18) Select appropriate Project and follow-downs/charge codes. If you are unsure of

project/charge codes, please consult your AFSC PM.

19) If more than one project/charge code is necessary, click the ‘New’ button after the

preceding line has been completed.

Filling Out Your Expense Report: Default Charges Tab


Adding Expenses

20) Move down to the window titled Claimed Expenses and use the

Lookup/Magnifying Glass to select an expense Category. A list of Expense Types

will appear.

21) Select the appropriate Expense Type and the information will populate.

22) Additional information may be required for certain types of expenses. For example,

Airfare requires an “Itinerary.”


Adding Expense Amount

23) Select the Amount tab.24) Use the Lookup/Magnifying Glass to select payment method for this expense

(either “Employee Paid” or “Company Paid”).• If the expense was paid for using the Business Travel Account (BTA), the

‘Company Paid’ option must be selected.• If the expense was paid for using the personal corporate AMEX or personal

credit card, select employee paid .


Adding Expense Amount

25) Enter the total cost of the expense in ‘Expense Incurred’ field.26) Click on ‘Charge Allocations Under Ceiling.’27) Select Charge Type using Lookup/Magnifying Glass.


Adding Expense Amount: Direct Charges

28) Select appropriate Expense Charge Type.

• For direct or billable charges, select the ‘Direct’ option.

• For indirect or non-billable charges, select the ‘Non Billable’ option. The non-

billable option should only be utilized when directed/authorized by your AFSC

PM.

Common Expense Types



Lodging

1) Select Lodging category using the lookup/magnifying glass.

2) Select Lodging expense type using the lookup/magnifying glass.


Lodging

3) Select the Amount tab.

4) Enter total amount for lodging in the ‘Expense Incurred’ field.

5) Use the Lookup/Magnifying Glass to select payment method for this expense (either

“Employee Paid” or “Company Paid”).

• If the expense was paid for using the Business Travel Account (BTA), the

‘Company Paid’ option must be selected.

• If the expense was paid for using the personal corporate AMEX or personal

credit card, select employee paid .


Lodging

6) Select the Room Rates tab.

7) Enter daily room and tax rates into the corresponding date/field.

Note: Do not check personal box.


Meals – Per Diem

1) Select Meals category using the lookup/magnifying glass.

2) Select expense type using the lookup/magnifying glass. This example is reporting

Per Diem Meals.


Meals – Per Diem

3) Select the Meal Details tab.

4) Check the corresponding dates in the Select column.

5) Check boxes to select all meals and incidentals for the appropriate date, unless a

meal was covered by source other than the employee.

6) Click “Ok” when all meals have been selected.


1) Select the Amount tab in the ‘Claimed Expenses’ window.2) Click on the “Charge Allocations Under Ceiling” link.3) Use the lookup/magnifying glass button to view and select ‘Billable’ or

‘Non-Billable’ charge types.

Meals – Per Diem


Transportation – Mileage

1) Select Transportation category using the lookup/magnifying glass.

2) Select Mileage expense type using the lookup/magnifying glass.


Transportation – Mileage

3) Select Details (Other) tab.

4) Enter number of miles in ‘Number of Miles’ box.

Note: Tolls and parking expense must be entered separately.


Monthly Mileage

1) Upon start of your monthly mileage expense report, please be sure to select the

‘Monthly Mileage’ expense report type in the Manage Expense Report window.

2) Select ‘Monthly Mileage’ category using the lookup/magnifying glass in the Claimed

Expenses window.


Monthly Mileage

3) Select ‘Details (Other)’ tab.

4) Enter number of miles in ‘Number of Miles’ box.

Note: Do not enter any values into the Personal Miles portion.


Monthly Mileage

5) Select Amount tab.

6) Check to confirm the correct incurred amounts have been calculated.


Cellphone

1) Cellphone expenses are typically charged to your FFP or LABOR charge code (normally ending in .01). If you are unsure about where this cost should be aligned, please consult your contract/program supervisor.

2) Select the ‘Non-Travel’ Expense Report Type then add default charges.3) Select ‘Phones Expenses’ for Category and ‘Phone’ for Expense Type.4) Click on ‘Charge Allocations Under Ceiling’ link and select ‘Billable.’

Saving Your Expense Report


Click either the ‘Save’ or ‘Save and Continue’ icon.

Periodic saving of expense report progress is

recommended (including after expense report set up and

after the addition of each expense) in the event the

session is timed out.

Submitting Your Expense Report


To Submit your expense report, return to the purpose tab and press the

“Submit” button located at the top of the expense report screen. A

notification will be sent to your supervisor for approval.


Submitting Your Expense Report

Adding Attachments/Completing Attachment Lines



Adding Attachments/Competeing Attachment Lines

1) After you have submitted your expense report, click on the ‘Workflow’ link in bottom right of the ‘Manage Expense Report’ window.


Adding Attachments/Completion of Attachment Lines

2) Select the workflow line(s) that shows: ‘Primary Role’ column as “EMPLOYEE” / ‘Task’ column as “Attach” / ‘Task Item’ column as “Attachment”

3) Click on the ‘Upload Attachment File’ button and use the ‘File Upload Manager’ to browse/select your file.


Adding Attachments/Completing Attachment LinesMultiple Attachment LinesIf you have multiple expenses on your expense report, you will likely see multiple workflow attachment lines. Please be sure to complete all workflow attachment lines. This can be accomplished by one of the following methods:

• You may elect to combine all attachments into one comprehensive file package. Please be sure to add the attachment to each line or selecting all workflow attachment lines using the ‘CONTROL’ key on your keyboard.

• You may alternatively add a separate file for each expense/workflow attachment line.

A friendly reminder: Please ensure all required pre-and-post travel forms (based on contract/program requirements) and receipts are included in your attachment line submittal. Missing, incorrect, or illegible forms/ receipts will bar and likely cause a delay in the review, approval, and processing of your expense report. (If you are unsure about your contract/program requirements, please consult your supervisor for guidance.)

Printing Your Expense Report




1) Select the ‘Time & Expense’ icon.

2) Select the ‘Expense’ icon.

3) Select the ‘Expense Reports’ option.

4) Select the ‘Print Expense Report’ option.



5) To print, enter the required information on the screen. If everything is left

blank, the system will print all of your expense reports.

6) Press the “Print Preview” or “Print” icons to view the expense report.

Querying or Searching Your Expense Report


1) To find an existing expense report, you can query those expense reports that have been saved.

2) When you press “Find”, based on the criteria entered, the expense reports will be displayed.


Querying Your Expense Report


Correcting & Resubmitting Reports


Making Corrections to Expense Report

1) Query the expense report with errors and make the proper changes

2) Save and Continue.

3) Click ‘Submit.’

4) Note that any original attachments must be re-added to the expense report, as the system will clear attachments if corrections are submitted.



How to Change Your Charge Code


How to Change your Charge Codes


1) Open you expense report and click on the Default Charges Tab



2) Click the ‘New’ button in the ‘Manage Expense Report Window3) Click the query or magnifying glass icon in the Charge field



4) Click on the ‘+’ icon next to either ‘Direct Project’ or ‘Indirect.’5) Continue clicking on the ‘+’ icon through the following pop-up menus next

to the appropriate contract/charge lines.



6) The Default Allocation % for each code will now show as 50% for each. These amounts do not need to be altered under the ‘Default Charges’ tab.

7) Click on the ‘Save and Continue’ Icon.



8) Scroll down to the Claimed Expenses section of your expense report and click on the ‘Charge Allocations Under Ceiling’ link. The new charge code should be visible under each expense.



9) In the ‘Percentage’ column, manually change the percentage for the old code to 0.00% and the new code to 100.00%.

10)Click the lookup/magnifying glass in the ‘Charge Type’ column to select the appropriate charge type. From the pop-out menu, select ‘Billable’ or ‘Non-Billable’ depending on the type of expense. If you are unsure, please consult your supervisor then click ‘Select.’

11)Save and Continue.12)Repeat this process for any expense

necessary, making sure to Save and Continue frequently so you do not lose your work.

afsc / magellan federal expense report user training · afsc/magellan federal expense report user...

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